10 Tips For Business Email Etiquette Training
Business e-mail has replaced almost all paper correspondence, but that does not mean that this faster approach to communication should be less professional than the traditional counterpart.
Business e-mail etiquette may have more requirements than snail mail, especially when it comes to using e-mail functions such as Forward, CC and BCC. To find email etiquette courses you can visit Talent Solutions
Use an informative subject line
Selecting the right subject line not only draws attention to your e-mail, but is also a smart way to draw attention to the subject and prevent confusion. If you are writing to schedule a conference call, is not a good subject line.
Be careful in the Send To Line
Anyone who has ever been involved in a never-ending chain of reply to everyone; e-mail realizes that not everyone needs to be copied to every e-mail. When you decide who should receive your e-mail, you wonder if that person really needs to be informed. If you are planning a meeting with your CEO, at least copy your assistant and your boss’ assistant to coordinate the process, but there is no need to walk around in others unless they have an established interest in the meeting or the meeting outcome.
Know Who to CC
Of course there are times when it is appropriate to copy CC or copy multiple other parties. This includes when the email is:
Find time for a group meeting
Ask for input for an idea or project design
Keep someone as a project manager in the conversational loop
Many people use the CC function of business e-mail to show others that action is being taken.
For example, if you contact a potential customer, you can ask your boss CC to indicate that the interaction is going well as courtesy or FYI.
Use Blind Copy Primary for Recipient Privacy
Blind copying is more a matter of common sense than a matter of etiquette, but there is a time and place for its use, especially as a privacy feature. For example, if you send a large group e-mail against a specific customer group, you can keep the list of recipients’ private using the BCC function. However, do not abuse the function by placing inappropriate parties in a conversation that appears to be private.
Be careful with forward
The Email Forwarding feature is a useful but potentially dangerous business email method if used incorrectly. When forwarding an email, carefully read the content of the entire message, especially if it is a chain, before you press Send. In group messages, a recipient is sometimes added or removed, especially if there is an ongoing conversation of a sensitive nature. You do not want to accidentally forward something that represents a conversation or material that is not intended for them.
Do not answer routine use of Allen
Just like infinite CCs and Forwards, the Reply to All features can be helpful or annoying. Consider whether you really have to answer everyone in a group e-mail or whether non-involved parties can be removed from the chain. This is especially vital when dealing with lists of email groups.
Reference attachments in your e-mail
With e-mail you can easily share documents, slides and photos. However, when it comes to forwarding an attachment, most systems drop attachments after one or two laps to save space on the server. If you send someone an attachment, state this in your email and check if it is attached before sending it.
Business e-mail is a quick way to ask colleagues questions quickly, and while it may be easy to answer yes or no quickly, make sure your answer is clear and does not require clarification. If someone asks two questions in one email, answer with two answers and make your message accurate.
Note the good intentions
Professionalism is still required in business emails, especially when emailing superiors or customers, and when dealing with sensitive customer service. In particular, the first leg of an email chain must begin with a salutation such as Hello; or Dear; Use a signature block at the end of your e-mail that also contains your title and contact information.
Do not abuse the high priority function
Do not be the boy who wept wolf by marking everything Urgent. It is annoying, and your colleagues and customers will have trouble with it. A change in the agenda for a meeting with the boss that starts within five minutes is urgent. Free donuts in the break room next Friday is not.
When it comes to business correspondence, it is always better to opt for professionalism and traditional correspondence protocols than to come across as flip or sloppy.
Posted in How Tos
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